Privacy Policy

How Swimming Pool Maintenance Limited handles website enquiries and personal information.

Who is responsible and how to contact us

Swimming Pool Maintenance Limited (trading as SPM), company number 14913672, registered in England and Wales. Registered office: 30 The Birches, Crawley, England, RH10 1RY. VAT registration number: GB 466 9745 31. SPM is responsible for deciding why and how it uses the enquiry information it receives. For customer correspondence, privacy requests or data protection concerns, email george@poolmaintenance.uk or call 07508 163981. The registered office is a legal address; SPM’s operational base is Crawley.

Information you provide

The enquiry form asks for your name, email address, postcode or location, enquiry type and a description of the work. Your telephone number is optional. Depending on the service, optional information may include property type, organisation and facility type, indoor or outdoor setting, pool size, maintenance frequency and requirements, equipment or fault details, refurbishment plans, seasonal service and preferred timing. These details help us understand your installation, respond to your request and discuss an appropriate quotation. There is no file-upload field. Please avoid sensitive personal information or unnecessary information about other people.

How enquiries are collected and used

The website sends the completed form to Netlify Forms, the service used to receive and manage website enquiries. Enquiries can also generate notification emails and replies, creating copies in the relevant mailboxes. We use the information to respond, clarify requirements, prepare quotations and, if work is agreed, administer that relationship. Submitting the form does not subscribe you to marketing.

Lawful bases

For a person requesting a quotation or steps towards a contract with them, the basis is taking steps at that person’s request before entering a contract, and performing the contract where applicable (UK GDPR Article 6(1)(b)). For business contacts acting on behalf of an organisation, and proportionate enquiry administration and security, the basis is legitimate interests (Article 6(1)(f)): responding to relevant requests, managing business relationships and protecting the service, subject to a necessity and balancing assessment. Legal obligation (Article 6(1)(c)) may apply to records SPM is required by law to keep. Consent is not assumed simply because you submit an enquiry.

Internal access and service providers

SPM authorises only George and Grant to access website enquiry information internally. Netlify, Inc. provides website hosting and Netlify Forms. Netlify documents Akismet, operated by Automattic, Inc., as its Forms spam-filtering service, and lists Amazon Web Services for hosting infrastructure. Its published subprocessor list also identifies SendGrid for email delivery. The providers involved depend on the services being supplied. Microsoft provides Microsoft 365, the service holding George’s and Grant’s enquiry notification inboxes and replies. The Netlify Trust Center provides current provider information; this does not mean every service on its general list processes SPM enquiries.

Spam prevention and technical information

The form includes a hidden field named bot-field, identified to Netlify as a honeypot. It should be left empty; a completed field can cause Netlify to reject the submission. The form does not add a CAPTCHA. Hosting, form and email services may also process technical request and security information when providing their services. Google Analytics is loaded only with your analytics consent, as described below. Advertising tracking is not enabled.

Optional website analytics

If you accept analytics, Google Analytics 4 measures page visits and successful website enquiries using cookies such as _ga and _ga_50KVTYSY6R. We use this information to understand website use, on the basis of your consent. The implementation sends page paths without query strings or fragments and a generic generate_lead event; it does not send enquiry fields, names, email addresses or telephone numbers. Google also processes technical information needed to deliver analytics. Google’s processing can involve locations outside the UK; its privacy and data-processing information explains its arrangements. Rejecting analytics does not affect the enquiry form or other services. You can withdraw consent through Cookie settings in the footer; this stops further analytics and removes the accessible Google Analytics cookies for this site. Withdrawal does not undo earlier lawful processing.

How long we keep information

Enquiries that do not become customers are retained for 12 months after the last meaningful correspondence and deleted at the end of that period, unless a legitimate legal requirement justifies longer retention. Any such exception must be documented and reviewed. This applies to relevant Netlify submissions, notification emails and other working copies. George is responsible for the manual retention reviews. The website does not automatically delete records from Netlify or email accounts.

Customer, contractual and accounting records

The unsuccessful-enquiry limit does not apply to records needed for an ongoing customer relationship or legal obligations. Relevant company tax and accounting records, including invoices and supporting records, must generally be kept for six years from the end of the last company financial year they relate to, and longer where legally required. This is not a blanket six-year period for every customer record. Other customer and contractual information is retained according to its purpose and applicable legal requirements.

International processing and safeguards

Using Netlify involves processing outside the UK, including in the United States. Its published documentation lists US infrastructure and spam-filtering providers. Netlify’s June 2026 data-processing agreement provides for relevant Data Privacy Framework transfers and, where applicable, Standard Contractual Clauses with the UK transfer addendum. Microsoft publishes data-processing terms and conditional Exchange Online data-residency commitments. Data-residency commitments depend on the service and tenant configuration and do not exclude all international processing. We do not claim that all enquiry information is stored exclusively in the UK. You can request information about the applicable safeguards from george@poolmaintenance.uk.

Your information rights

Depending on the circumstances and lawful basis, you may request access, correction, erasure, restriction or portability of your information, or object to processing. If any processing relies on consent, you may withdraw that consent without affecting earlier lawful processing. Rights are subject to the applicable legal conditions and do not require deletion of records that SPM must lawfully retain. To request a copy of your information, correct inaccurate details or ask for deletion, email george@poolmaintenance.uk and identify the enquiry or correspondence concerned. We may ask for proportionate information to verify your identity before disclosing or changing personal information. We will explain any lawful reason for retaining information when deletion cannot be granted. You can use the same address for other rights or concerns. You may also complain to the Information Commissioner’s Office at ico.org.uk; you do not have to contact SPM first.